Email template · Interview scheduling
Video interview invitation email
In short
A video interview invitation email asks a candidate to interview over Zoom, Microsoft Teams, Google Meet or a one-way recorded platform. Beyond the usual role, time and interviewer details, it names the platform, gives the link, explains any tech requirements and offers a phone fallback. Below are four templates, subject lines and an SMS.
When to send it: Send it within one business day of deciding to interview, or within hours for hourly roles. For one-way video interviews, give candidates 2 to 4 days to record.
Video interview invitation email: 4 versions
Live video (Zoom, Teams, Meet)
SubjectVideo interview for [Job Title]: pick a time
Hi [First Name], Thanks for applying for [Job Title] at [Company]. We'd like to invite you to a [Duration]-minute video interview with [Interviewer Name], [Interviewer Title]. Pick a time here: [Scheduling Link] Once you book, you'll get a calendar invite with the [Video Platform] link. A few practical notes: - You can join from a laptop or phone. No account or download is needed for [Video Platform] if you use the browser link. - Camera on is preferred, but if your connection drops, we can switch to phone at [Phone Number]. - We'll talk about [Topics, e.g. your experience with X and a short scenario]. If you need an accommodation, such as captions or extra time, reply and let me know. Best, [Your Name] [Title], [Company]
One-way recorded interview
Subject[Job Title]: record your video interview by [Deadline Date]
Hi [First Name], You're through to the next stage for [Job Title] at [Company]. This step is a short recorded video interview you can do any time before [Deadline Date]. - Questions: [Number of Questions], each shown on screen - Prep time: [Prep Time] per question, then up to [Answer Time] to answer - Retakes: [Retake Policy] - Total time: about [Duration] minutes Start here: [Interview Link] You'll get a practice question first so you can test your camera and microphone. Your answers are reviewed by [Who Reviews, e.g. our recruiting team and the hiring manager]. If you'd prefer a live call or need an accommodation, reply to this email and we'll set that up. Thanks, [Your Name] [Company]
Fixed time, panel
Subject[Job Title] video interview on [Interview Date], [Interview Time] [Time Zone]
Hi [First Name], Thanks for confirming your availability. Your panel interview is set for: [Interview Day], [Interview Date], [Interview Time] [Time Zone] Platform: [Video Platform] Link: [Video Link] Meeting ID / passcode: [Meeting ID] / [Passcode] Dial-in backup: [Dial-in Number] You'll meet [Interviewer Names and Titles]. We'll start with introductions, spend about 30 minutes on [Topic], then leave time for your questions. If you'll share your screen to present, please test screen sharing on [Video Platform] beforehand. See you then, [Your Name] [Title], [Company]
High-volume / hourly
Subject[First Name], do your [Job Title] interview from your phone
Hi [First Name], Good news: you're invited to a quick video interview for [Job Title] at [Company]. You can do it from your phone. Book a [Duration]-minute slot: [Scheduling Link] We'll send the video link right after you book. Find a quiet spot with good signal. If video doesn't work, we'll call you instead. Pay: [Pay Rate]. Next training class starts [Class Start Date]. [Company] Hiring Team
Subject line ideas
- Video interview for [Job Title]: pick a time
- Your [Company] video interview link
- [First Name], record your video interview by [Deadline Date]
- Zoom interview for [Job Title] on [Interview Date]
- Teams interview invitation: [Job Title]
- Next step: a short video interview with [Company]
- Your virtual interview with [Interviewer Name]
SMS and WhatsApp version
Hi [First Name], it's [Company]. You're invited to a [Duration]-min video interview for [Job Title]. Book here: [Scheduling Link]. It works on your phone, no download needed. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Duration], [Interviewer Name], [Interviewer Title], [Scheduling Link], [Video Platform], [Video Link], [Meeting ID], [Passcode], [Dial-in Number], [Interview Date], [Interview Time], [Time Zone], [Deadline Date], [Interview Link], [Number of Questions], [Pay Rate], [Your Name], [Phone Number]
Live video versus one-way video
These are two different invitations, and mixing them up confuses candidates. A live video interview is a normal interview held on Zoom, Teams or Meet: someone is on the other end, and timing is agreed. A one-way (asynchronous) video interview asks the candidate to record answers to preset questions on their own time, and reviewers watch later.
One-way video is popular in high-volume hiring because a recruiter can review 20 recorded first rounds in the time it takes to run five live calls. The trade-off is candidate experience. Some candidates find talking to a screen awkward, and senior candidates often decline outright. We'd use one-way video for early screening of large hourly or graduate pools and keep live video for anything later or more senior.
Whichever you use, say clearly in the first lines whether a person will be on the call.
What to include beyond a normal invitation
Start from the same core as any interview invitation email, then add the video-specific details:
- The platform by name, and whether an account or app download is needed.
- Device guidance. Can they join from a phone? For one-way platforms, does it work on mobile browsers?
- A backup plan, such as a dial-in number or a promise to call if video fails.
- For one-way: number of questions, prep and answer time, whether retakes are allowed, the deadline and who watches the recordings.
- For presentations: whether they'll share their screen.
- An accommodation line, with examples such as captions or extended answer time.
Don't send the meeting link before the time is booked if you use a self-scheduling link. Let the booking generate the meeting link automatically, so the right link ends up in the right calendar invite.
Legal and fairness notes for recorded and AI-scored video
If recorded interviews are reviewed by people only, the main obligations are the usual ones: consistent questions, job-related criteria and accommodations under the ADA. If any software analyzes the video, rules tighten. Illinois's Artificial Intelligence Video Interview Act requires employers to notify applicants, explain how the AI works and get consent before using AI to analyze video interviews, and limits sharing and retention of the videos. New York City's Local Law 144 requires a bias audit and advance notice for automated employment decision tools used on candidates in the city. Rules vary by state and country, and the EU and UK apply data protection law to recordings, so check with counsel and state retention periods in your privacy notice.
Offer an alternative where you can. A line like "prefer a live call? Reply and we'll set one up" removes most objections.
Helping candidates show up ready
Most video interview problems are technical and avoidable. In the confirmation or reminder, suggest joining two minutes early, testing audio, and closing other apps on a weak connection. For one-way video, a practice question that doesn't get recorded is worth more than any written tips.
Follow the invitation with an interview reminder email that repeats the link, because the link is the one detail candidates can't work around if they lose it. For interviewer-side tips, see our guide to running remote interviews well.
Mistakes to avoid
- Forcing a download. Asking candidates to install an app for a 20-minute call loses some of them. Use browser links.
- No fallback. Connections fail; a dial-in number or a promise to call back saves the interview.
- Hiding that it's recorded. Always say if a live interview will be recorded, and get consent where state law requires all-party consent.
- Different link in email and calendar invite. Generate it once and use it everywhere.
- One-way video for senior roles. It reads as dismissive to experienced candidates.
Frequently asked questions
How do I invite a candidate to a Zoom interview?
Send an email naming the role, length and interviewer, with a booking link or a fixed time and the Zoom link, meeting ID and passcode. Mention they can join from a browser without an account and give a phone backup.
What should a Teams interview invitation email include?
The same as any video invite: time with time zone, the Teams link, whether they can join as a guest from a browser, who they'll meet and a dial-in or phone fallback. Send it as a calendar invite too.
What is a one-way video interview invitation?
It asks the candidate to record answers to preset questions before a deadline, with no live interviewer. The invite should list the number of questions, timing per answer, retake rules and who reviews the recordings.
How long should candidates get to complete a one-way video interview?
Two to four days is typical. Shorter windows lose candidates who are working; longer ones slow the funnel and lead people to forget.
Do I need consent to record a video interview?
Tell candidates if a live interview will be recorded. Some US states require all parties to consent to recording, and Illinois has specific notice and consent rules when AI analyzes video interviews. Check local rules.